Jessica LanierSr Project Manager| The PMO SquadMadison, Wi, United States
My organization uses MS Project Online for its PPM tool. We are struggling with resource management as we have both operational and project work demands. I am implementing resource engagements to help manage the demand for our resources. Any suggestions on how to gain buy in for this change? Any help on resource management is also appreciated. Saving Changes...
Drake SettsuProject Manager / BloggerHi, United States
Sounds like you found a solution to track your resources.
Make it clear to the staff that resource tracking is being implemented for the purpose of project planning. The goal is allocating everyone's time efficiently to support project and operational work. Saving Changes...
Jessica LanierSr Project Manager| The PMO SquadMadison, Wi, United States
Drake,
I don't know if I have found a solution yet. I am fighting this battle on multiple fronts. I have directors (operational work managers) and project sponsors who want to control the resources (people). Both of these groups believe that they have control over resources and I am left with resources who complain that they are over allocated. The resources are right they are over allocated (some are assigned 100 hours a week) but I am struggling getting the directors to realize they have to plan operational work and let me plan the project work.
I am planning a demonstration of how the resource engagement feature works and showing the directors the benefits of proper planning. It is difficult in this organization as they very new to a PMO. They think that I should just manage projects and not the resources, but no one is managing the resource time. They like to tell me that the people can do the work, because they are good people. I do not question their work ethic, but people only have so many hours a week and projects are taking longer than they should due to this over allocation. Saving Changes...
Drake SettsuProject Manager / BloggerHi, United States
Jessica,
Creating reports and dashboards in your demo should convince your directors that there is a resource shortage.
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1 reply by Jessica Lanier
Aug 14, 2018 2:04 PM
Jessica Lanier
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Drake,
Thank you for the suggestion. I think it will help them see where we are over allocated and perhaps help identify the areas we need to add staff.
A tool is not going to solve a behavior issue but without some evidence of overallocation, the assumption is usually infinite capacity.
I've found it helps to educate those making resource demands on what's currently on a team's plate and then let the demand side fight over the relative priorities of their asks.
Kiron
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1 reply by Jessica Lanier
Aug 14, 2018 4:35 PM
Jessica Lanier
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Kiron,
Thank you for sharing. I agree and I have been desperately trying to communicate that the tool is simply a tool and it will not fix over allocation. How have you communicated the demand vs capacity limitations?
I have a report in MS Project that shows availability and what is scheduled but I am struggling when trying to get leadership to realize the limitations. They often come back telling me that the resource has time or can make it work. I am sure this is caused by our immaturity with the PMO and resource management.
Saving Changes...
Drew CraigSr. Agile & Product Coach| VanguardPhiladelphia, Pa, United States
To successfully plan for projects there is a need to have resource capacity and allocation properly tracked and maintained, both from a [human] resource management perspective of assignment and allocation, but from a project manager perspective of submitting needs on a timely basis. So it is a two-fold process and responsibility.
To gain buy-in, clearly show the problem to be solved with the intended solution, impact, opportunity gained, cost, etc..
Good luck.
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1 reply by Jessica Lanier
Aug 14, 2018 4:37 PM
Jessica Lanier
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Andrew,
Thanks for sharing. I am holding out hope that they will see the problem and be open to a solution.
Saving Changes...
Joseph Prem AnandProgram Manager| Deutsche Bank AGCary, Nc, United States
I guess you have more of a stakeholder management problem rather than a resource management problem. If that is the case, the key would be to illustrate the benefits that would accrue to each of the stakeholders through the new resource management approach that you plan to roll out. If they see that they stand to benefit (faster deliverables, preventing burn-out etc.) they might start appreciating your efforts. Two cents!
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1 reply by Jessica Lanier
Aug 14, 2018 4:41 PM
Jessica Lanier
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Joseph,
Thank you!
Saving Changes...
Jessica LanierSr Project Manager| The PMO SquadMadison, Wi, United States
Aug 14, 2018 11:30 AM
Replying to Drake Settsu
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Jessica,
Creating reports and dashboards in your demo should convince your directors that there is a resource shortage.
Drake,
Thank you for the suggestion. I think it will help them see where we are over allocated and perhaps help identify the areas we need to add staff. Saving Changes...
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
Unfortunatelly, we use the same supporting that with MS Project Server. First, resource is everything (i know some people will be upset to name in that way to a human being). Second, it is impossible to manage resource management from project management if it is not manage at enteprise level. That is an activity that belongs to business analysis. For example, when the business case is created, resources are allocated or compromised. Is an enteprise wide activity. If your organization do not understand that then let me say project/program/portfolio managers are lost.
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1 reply by Jessica Lanier
Aug 14, 2018 4:58 PM
Jessica Lanier
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Sergio,
This is the exact problem that I face, there is no resource management occurring at any level. The directors argue with me that they cannot plan their operational work (when they could). They expect me to use MS Project to manage all of the resources but they do not want to give me the authority to actually manage the resources.
In all honesty, I feel like they want me to fix the over allocations without any authority or support. They expect a tool to solve a problem that really requires communications and expectation management for the stakeholders.
Saving Changes...
Jessica LanierSr Project Manager| The PMO SquadMadison, Wi, United States
Aug 14, 2018 11:59 AM
Replying to Kiron Bondale
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Jessica -
A tool is not going to solve a behavior issue but without some evidence of overallocation, the assumption is usually infinite capacity.
I've found it helps to educate those making resource demands on what's currently on a team's plate and then let the demand side fight over the relative priorities of their asks.
Kiron
Kiron,
Thank you for sharing. I agree and I have been desperately trying to communicate that the tool is simply a tool and it will not fix over allocation. How have you communicated the demand vs capacity limitations?
I have a report in MS Project that shows availability and what is scheduled but I am struggling when trying to get leadership to realize the limitations. They often come back telling me that the resource has time or can make it work. I am sure this is caused by our immaturity with the PMO and resource management.
...
1 reply by Kiron Bondale
Aug 14, 2018 5:26 PM
Kiron Bondale
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Actuals are often the best way to show the problem. Excessive work might be getting done, but staff might be putting in a lot of overtime which leads to burnout or quality issues. If you can show 100% of actual time reported, you might find that the existing supply is running at 125% or even higher.
Kiron
Saving Changes...
Jessica LanierSr Project Manager| The PMO SquadMadison, Wi, United States
Aug 14, 2018 12:14 PM
Replying to Drew Craig
...
To successfully plan for projects there is a need to have resource capacity and allocation properly tracked and maintained, both from a [human] resource management perspective of assignment and allocation, but from a project manager perspective of submitting needs on a timely basis. So it is a two-fold process and responsibility.
To gain buy-in, clearly show the problem to be solved with the intended solution, impact, opportunity gained, cost, etc..
Good luck.
Andrew,
Thanks for sharing. I am holding out hope that they will see the problem and be open to a solution. Saving Changes...
